Executive Assistant to the Chief Executive Officer - South African Medical Association

Job Purpose:

Reporting to the Chief Executive Officer (CEO) and Office and Strategy Manager, the Executive Assistant (EA) will provide executive support to the CEO's office. The EA is the primary contact for internal and external constituencie regarding the CEO’s office matters. The EA also liaises with management teams, organises, and coordinates outreach and external relations efforts for the OCEO, and coordinates strategic and operational projects.

The EA must be professional and focused and enjoy working within a small, entrepreneurial, member- and resultsdriven environment. The ideal individual will exercise sound judgment in various situations, have strong written and verbal communication and administrative and organisational skills, and can balance multiple priorities.

The EA will be able to work with the Strategy Manager on projects from conception to completion and must be able to work under pressure to handle various activities and confidential matters with discretion.

Main Responsibilities:

Executive Support to the Office of the CEO:

•  Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the CEO's time and office.
•  Develops, schedules, and maintains the annual calendar of critical stakeholder engagements (both internal and external)
•  Researches, prioritises, and follows up on incoming issues and concerns addressed to the CEO, including those sensitive or confidential. Determines appropriate course of action, referral, or response. 
•  Provides a bridge for smooth communication between the CEO's office and internal departments, demonstrating professionalism to maintain credibility, trust, and support with all staff.

•  Acts as a "barometer," understanding the environmental issues and keeping the CEO updated.
•  Completes a wide variety of administrative tasks for the CEO and Strategy Manager, including management of a highly active calendar of appointments; drafting all meeting documentation and managing the minutes and action list registers; completing expense reports; composing and preparing correspondence as well as travel and logistics coordination.
•  As the point of contact for the OCEO, the EA must build relationships with key internal and external stakeholders.
•  Prioritises conflicting needs; handles matters expeditiously and proactively, and follows through with projects to successful completion, often with deadline pressures.
•  Completes critical aspects of deliverables with a hands-on approach that facilitates the CEO's ability to lead the organisation effectively.
•  Keep the Strategy Manager well informed of upcoming commitments and responsibilities of the CEO.
•  Manages a variety of internal projects for the Strategy Manager, some of which may have an organisational impact.

Executive Support to the Office of the Chair (OTC):

•  Be the single point of contact for the OTC for all SAMA engagements.
•  Compile and actively track a monthly and weekly view of the calendars.
•  Liaise with external personal assistants to co-ordinate a single calendar view and ensure synchronised pictures of engagements.
•  Send reminders of scheduled meetings on an appropriate platform.
•  Schedule and maintain the CEO and OTC meetings on the annual calendar.
•  Facilitate monthly honorariums and meetings claims through the Governance and the Finance Department.

Job Requirements:

•  Grade 12 Qualification (NQF 4)
•  Advanced (Certified) Secretarial Qualification - NQF 5 or 6
•  Bachelor’s degree in Business Management or closely related field
•  Minimum 5 years in senior executive assistant role and/or office management experience
•  Experience working in a high-paced, high-profile office
•  General knowledge of the broader South African Healthcare Market

Job related knowledge:

•  Advanced Acumen in all Microsoft Office Applications (Outlook, Excel, Word, and PowerPoint)
•  Stakeholder Relationship Management
•  Office Administration and Management
•  Meeting and Diary Management
•  Minute Taking and Typing
•  Email Management
•  Project Co-ordination
•  Travel and Logistics Co-ordination